Introduction

This article explores the advanced features of the Artworks section, guiding you beyond the basic addition and organisation of artworks.

Discover how the Details tab within the artwork card simplifies cataloguing by allowing you to quickly view all uploaded media and attachments. In addition, Artshell offers the History feature to track changes made to key fields over time, preserving data integrity and ensuring a complete timeline for each artwork. Finally, explore View on Wall, a tool that allows you to visualise artworks in a simulated home environment, along with the Multilingual feature.

Prerequisites

This article covers advanced features. To ensure you have the necessary foundation, we recommend reading the following articles first:

• Artshell's Medialibrary
• Introduction to the Artworks section

The Details tab

The Details tab gathers all additional elements connected to an artwork’s card, including:

• Images and videos
• Folders
• Files
• Online

To use the Details tab, select an artwork and click the Details button at the top left of the artwork card.

Explore each section by clicking the options to expand:

• Images and videos
• Folders
• Files
• Online

Images and videos

Here you’ll find the images and videos associated with your artwork. Within this section, you can: search using the search bar, add media using the  icon, and select media using the  icon. You can manage a single media file at a time or perform bulk actions.

1. Managing a single media file:

   Click the  icon at the bottom right of the media to open the dropdown menu and select an action (see image below):
   
   

 

By clicking directly on the media, you can open its settings to view additional details such as Description, Notes, and Type. At the top, you’ll find the lock icon (), the  menu icon, the multilingual option, and the  icon to go back to the media overview.

Note: The Description and Notes fields here are different from those in the Medialibrary, so their contents are not overwritten. The Description in this section is included when the image is shared and can be used, for example, to indicate the courtesy or photographic credits. The Notes and Type fields, on the other hand, are always private: they are visible only to you and are never included when sharing.

1. Managing multiple media files:

   Click the  icon to select the media files you want to manage, then click the  icon to open the dropdown menu and choose from the available actions (see image below):
   
    

Note: Removing an image or video from the Images and videos section does not delete it from the Medialibrary.

Folders

The Folders section extends the information available in the artwork card, allowing you to upload and link additional data, images, files, and videos. It is ideal for attaching publications, artwork descriptions, invoices, condition reports, and more.

If you're using folders for the first time, we recommend defining and creating the main folders you might need in advance. This approach allows you to set a consistent display order for all artwork cards. To perform this initial mass creation, follow these steps:

1. Open the Settings panel () in the bottom left. 
2. Select Lock & Folders.
3.  on Artworks, then click Add new.
4. Enter the folder name in your primary language, or in all three if you plan to share the content internationally. For example, you can create folders like Artwork Description or Publications.
5. Click Save.

You can also reorder folders by dragging them up or down:

Once your folders are saved, you can begin linking them to artwork cards and adding attachments. Follow these steps:

1. Select the artwork card.
2. Click the Details tab, then select Folders.
3. Click the + icon and choose a folder from the list. To create a new one, enter a new name and click Create.
4. Click the + icon to add attachments. You can enter a title, text, multimedia elements (images, videos, files), or graphic elements (separators or sliders), as well as a date. Use the multilingual function if needed.
5. Click Save to update the folder content.

Files

Here you’ll find the files associated with your artwork. You can upload, for example, compressed folders for press use, graphic layouts, full catalogue PDFs, Word or Excel documents. Within the Files section, you can:

1. Search for a file using the search bar.
2. Add new files using the  icon. You can upload any file type (e.g., .zip, .mp4, .docx, etc.) with no format or size restrictions. You can upload any type of file (e.g. .zip, .mp4, .docx, etc.) with no restrictions on format or size. You can also attach documents generated through Artshell’s Export functions. 

If the file you need isn’t already in the Medialibrary, click the  icon again to upload it directly from your computer. 

Before uploading files, the system will display a form for each file you wish to upload, where you can enter a description and notes in three languages (Italian, English, and French). The file name, however, remains the same across all languages.

Tip: We encourage you to fill in all available fields to keep your files organised within the Medialibrary and make them easier to search. This will help you quickly find and reuse previously uploaded files without needing to upload them again.

You can further manage your files using the  icon. In particular, you can: lock a file using the lock function (for more information, see the dedicated article The Lock function), copy the file link, download the file, or remove it from the artwork card. In this case, the file will remain saved in the Medialibrary. The same actions can also be performed by opening the file directly.

 

Online

This section displays the links in which the selected artwork has been shared. It also shows whether the artwork has been shared within your Network. Use the  icon to copy or delete a link, or click Synchronize to update the artwork in the link or Network if you've made changes.

The History feature

What is the History feature?

The History feature allows you to preserve and view changes made to specific data over time. Instead of overwriting or deleting previous records, the system logs them, letting you track the data’s evolution and restore previous values when necessary.

Managing History in the artwork card

Within the artwork card, the History feature is enabled for specific fields. The system always displays the most recent value by default but allows you to access the history of previous records. When a new record is added to a field, the History icon appears next to it. By clicking on this icon, you can view all previously recorded values.

Fields that support History tracking include:

• Location
• Price
• Acquisition
• Insurance
• Valuation

How to add a new record to History

You can add a new record to one of the above fields either for a single artwork or for multiple artworks at once. Follow the instructions below according to your needs.

To see the details, click on the boxes to expand them:

Add a new record to a single artwork

1. Select the artwork from the Artworks section.
2. Next to the field you want to update, click the History icon. 
3. Click Create to add a new record.
4. Fill in the fields and select the date by clicking Change date.
5. Click Save in the top left corner.

 

Note: You can also assign a past date to a new record. After clicking Creation Date and then Change date, use the calendar to select an earlier date.

Add a new record to multiple artworks

1. Click the  icon and select the artworks you want to update.
2. Once selected, the Manage panel appears on the right with sharing and export options. If it doesn’t appear (for example, due to a small screen size), click the circled three-dot icon in the top right.
3. Scroll down and click Create History.
4. Choose the field to update, add the necessary details and date.
5. Click Create in the bottom right corner.

Here is a brief demonstration:

View on Wall

Artshell offers a very useful feature that allows you to simulate the placement of an artwork on a wall. This function, called View on Wall, allows you to display the actual dimensions of the artwork within a given environment in a clear and intuitive way, making it easy to share information about the artwork itself.

Choose the Image

For each artwork, you can set only one image in View on Wall mode. For the best results, we recommend that you:

• Use high-resolution images.
• Crop or adjust the image to remove white or coloured borders that may affect the simulation.
• Use a front-facing image for accurate representation.

Enable View on Wall mode

To enable View on Wall mode for an artwork in your collection:

1. Select the artwork to open its card.
2. Click Images and videos to open the media gallery.
   
3. If you have multiple images of the artwork, choose the one most suitable for View on Wall mode. Make sure the image has no white borders and has been taken from a straight-on angle.
4. Click the  icon in the bottom right of the image, then click Set as view on wall. 

Once enabled, click the  icon next to the image to preview the simulation on a wall.

Remove View on Wall mode

1. Select the artwork to open its card.
2. Click Images and videos to open the media gallery.
3. The image set as View on Wall will have the  icon in the bottom left. Click the  icon on the image, then click Remove view on wall.

The Multilingual feature

Artshell supports content management in three languages: Italian, English, and French.

To make your artwork viewable in Italian and French:

1. Select the artwork.
2. Click the  icon to enter edit mode.
3. Click the dropdown menu in the top right and select the desired language.
4. To simplify translation, you can also choose to copy content from another language.

Conclusion

The advanced features of Artshell's Artworks section significantly enhance collection management. The Details tab centralises media and attachments, while the History function tracks key changes over time. View on Wall offers realistic visualisation for presentation, and the Multilingual feature helps you reach an international audience.
Leveraging these tools allows you to organise more efficiently, preserve the history of your works, present your collection more effectively, and communicate across languages.